DESIGN AND IMPLEMENTATION OF AN ELECTRONIC MEMORANDUM SYSTEM FOR HIGHER INSTITUTIONS
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CHAPTER ONE
INTRODUCTION
- BACKGROUND TO THE STUDY
Technology has lessened the strain on administrators in a number of institutions. The use of computers, the internet, electronic memos, and other IT equipment has also lowered the administrative cost of clerical activities as well as the time it takes to process these activities in every business. A memorandum is derived from the Latin verbal phrase memorandum est, the gerundive form of the verb memoro, “to mention, call to mind, recount, relate,” which meaning “it must be remembered (that)…” It is thus an essential note, paper, or other communication that aids memory by recording events or observations on a topic; it could also be utilized in a school or even a corporate office. A memorandum, often known as a memo, is a brief statement or document used for internal company communication (Nordquist, 2020). The business memorandum, or memo, is largely utilized as a formal, physical means of effective departmental communication to employees, almost invariably for internal communication and rarely conveyed to clients or the general public. The note is essentially a short letter on formal stationery that is emailed as a file attachment online or printed for manual delivery. Fewer formal messages are typically sent via email. Memos, depending on their purpose, should be sent to a specific audience (Windermere 2018). A memo, as opposed to an email, is a message sent to a large number of people, such as your entire department or the entire company. A memo may be required to tell staff about upcoming events or to explain internal changes (Forsey, 2019). The primary function of a memo is to address a specific problem, convey an important message, or even make a request by informing the reader of certain information. A memo can be written to urge people to take action or to provide detailed input on a certain subject. Memos are also used to disseminate information, make requests, provide responses, and deliver informal reports. Another function is to help everyone in an institution stay organised. Memos convey information on an organization’s day-to-day activities. It often includes commands, instructions, regulations, processes, and so forth. From the highest to the lowest levels of the organization. It is also utilized to convey feedback and requests from lower to higher levels (TheBusinessCommunication). Memos are used to convey information; we can use the memo to obtain additional information when more information is required; memo requests are typically addressed via the memo; and informal reports widely used in planning, organization, motivation, and control by managers can also be used to deliver (Business Communication Articles, 2013). The purpose or intent of the communication varies according to the type of memo you write. For example, a notice can be created to communicate information with employees, but a notice of request must be more compelling. While all communications follow a similar format, the message’s body may differ (2021). A memorandum is a written communication that records facts to be addressed in a professional setting with a group of people. While a variety of templates can be used to organize memo parts, the main elements of a memo must be present, including the head, background, context (depending on the message’s purpose), and conclusion (Sheahan, 2019). Memos are extremely beneficial to higher education institutions because they facilitate effective communication and the preservation of records of previous actions and communications. Memos are also less expensive to make; even when a memo is printed, the organization pays significantly less than it would to hold a formal meeting to deliver the information. Memo information is more difficult to dispute than oral communication because the memo is proof of what the writer has said. Higher institutions in Nigeria type and print memos as hard copies; sometimes the memo is attached to an email, and it is sent in a hierarchy. For example, if a staff member in a specific department wants to send a memo to the VICE CHANCELLOR, the memo must first be approved by the HOD, then by the dean of the college, and finally by the VICE CHANCELLOR. This entire process can take a long time. Electronic Memo Switching to paperless office operations frequently has a beneficial business impact in terms of cost savings, efficiency gains, and increased environmental stewardship. Paperless office methods often allow employees, vendors, and clients to conduct regular transactions online, reducing waste and time required to complete them (Duggan, 2012). Electronic Memorandum is software that allows you to digitally generate, gather, store, manipulate, and transfer office information required to do basic tasks. E-memo also streamlines how information within an organization is exchanged and managed, therefore improving the accessibility and security of information sent within an organization. Electronic Memorandum is the use of computer and communication technology to increase the productivity of an organization’s office personnel. An electronic memorandum’s main functional components include text processing, electronic mail, information storage and retrieval, personal help features, and task management. These can be implemented on a variety of devices, but typically involve a keyboard for input and a hard-copy output device for “letter-quality” printing.
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